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Item 4DCITY OF SOUTH LADE MEMORANDUM October 10, 2012 To: Shana Yelverton, City Manager From: Ben Thatcher, Assistant City Manager Subject: Resolution No. 12 -047, Reaffirm support for a joint utilization partnership with the Carroll Independent School District, set forth the purpose and governance structure of the program, and sunset the previously- appointed seven memberjoint utilization committee. Action Requested: City Council approval of Resolution No. 12 -047. Background Information: Joint utilization is a cooperative effort between the City of Southlake and the Carroll Independent School District to share existing facilities, equipment and park land for events, activities, or programs, recognizing that the joint use of facilities can benefit both entities and provide more efficient use of public funds. In January of this year during a work session City Council gave staff direction that the joint use program was in need to be repurposed. You may recall that at your March 14, 2012 meeting City Council approved Ordinance No. 1029 as presented on first reading. That ordinance repurposed the joint utilization program by 1 . Reaffirming the City's support for a joint utilization program with CISD; 2. Sun setting the former joint use committee and creating a committee to be made up of the entire 7 City Council Members and 7 School Board Trustees; 3. Designating the Mayor & School Board President as co- chairs of the committee; 4. Stating that the committee shall meet, at a minimum, annually; but they can meet more regularly as needed; 5. Outlining that a meeting quorum will constitute four members of City Council and four members of School Board; and 6. Noting that the administration of this program, including joint use agreements, will be managed by the City Manager and Superintendent or their designees. Following City Council's approval of the first reading, the CISD School Board considered the item and took no action on it. They later expressed concern over the creation of another form of the Joint Utilization Committee, and recommended that no committee be formed at all. Shortly thereafter a meeting with representatives from CISD board and staff and City representatives agreed to remove the committee provision and instead give oversight of the program to the City Manager and Superintendent or his /her designee. This resolution follows the same proposal as the previously proposed ordinance with one exception and that is it omits the creation of the seven member oversight committee. Financial Considerations: N/A Strategic Link: This ordinance aligns with the City's strategic direction with the Focus Area of Partnerships and Volunteerism, the corporate objectives of C5- Promote opportunities for partnerships and volunteer involvement, and B2- Collaborate with select partners to implement service solutions; and the Critical Business Outcome of CBOS- Optimize resources through collaboration and partnerships to reduce costs and add service value. Citizen Input/ Board Review: The current Joint Utilization Committee has been kept informed of this possible change. The CISD School Board has already considered and approved this new resolution at their September 24, 2012 board meeting. Legal Review: This resolution has not been reviewed by the City Attorney, but follows the framework that was used earlier in the year when City Council first repurposed JUC. Attachments: Proposed Resolution No. 12 -047 CITY OF SOUTHLAKE, TEXAS RESOLUTION NO. 12 -047 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, REAFFIRM ITS SUPPORT FOR A JOINT UTILIZATION PARTNERSHIP WITH THE CARROLL INDEPENDENT SCHOOL DISTRICT, SET FORTH THE PURPOSE AND GOVERNANCE STRUCTURE OF THE PROGRAM; AND SUNSET THE PREVIOUSLY APPOINTED SEVEN MEMBER JOINT UTILIZATION COMMITTEE. WHEREAS, the City of Southlake and the Carroll Independent School District both provide numerous facilities, programs and services to the Southlake community's patrons and employees; and WHEREAS, the City has adopted strategic objectives to promote opportunities for partnerships, and collaborate with select partners to implement service solutions; and WHEREAS, one of the City's corporate values is teamwork; and WHEREAS, both the City and the District may experience economies in sharing facilities, programs, and services in certain aspects of operation of each entity that would also benefit the taxpayer; and WHEREAS, the District and the City have enjoyed a formalized joint utilization relationship since 1993 in the form of several agreements governing this program; and WHEREAS, the City would like to reaffirm their commitment to a formal joint utilization program; and, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. Program Purpose. Joint utilization is a cooperative effort between the City of Southlake and the Carroll Independent School District to share existing facilities, equipment and park land for events, activities, or programs, recognizing that the joint use of facilities can benefit both entities and provide more efficient use of public funds. The two entities currently have in place several interlocal agreements for the joint use of facilities and other services. Section 2. Sunset the Appointed Seven Member Committee. This resolution sun sets the former seven member committee appointed by both the City Council and School Board to assist in the governance of making recommendations to the joint utilization program. Section 3. Program Management. The staff of the two organizations shall review these agreements on a periodic basis and make any necessary updates to the documents in regards to facilities, procedures, operations, and other pertinent items. When recommendations to change the policy nature of the agreements arise the City Council and the School Board of Trustees shall be made aware of the recommended policy changes by each organizations staff. The City Manager and the District Superintendent or his or her designee shall be responsible for implementing and administering the programming and policies of the joint utilization program as outlined and adopted by the two governing bodies. From time to time both governing bodies may find it necessary to meet jointly to discuss the progress of the joint utilization program, explore other possible shared opportunities and programs as well as discuss other items of mutual interest. In this case both the Mayor and the School Board President shall preside at these meetings. If neither the Mayor nor Board President is present at a called meeting then the Mayor Pro Tem and Board Vice President shall chair the meeting. PASSED AND APPROVED THIS THE 16 DAY OF OCTOBER, 2012 CITY OF SOUTHLAKE By: John Terrell, Mayor Date: ATTEST: Alicia Richardson City Secretary